Purchasing Overview
Each Club has and is expected to maintain a budget creation and adjustment process overseen be their individual Treasurers. Below are many of the expectations you will need to know before spending money on behalf of your Club.
A benefit of being a club leader is that you have access to a budget and purchasing power. Spending this money is a privilege and should generally be done by using a Department Card.
Tax and the Wisconsin System Tax Exempt Status
Hoofers, and by that extension OutdoorUW are part of the University State System. That means that we do not pay state sales tax on purchased in Wisconsin and several other states. Most vendors will require showing proof of Tax Exempt status.
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If traveling to or purchasing in other states, make sure you are aware of sales tax exemption from purchases in other states.
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Tax Exempt #: ES:008-1020421203-13
How to Select a Vendor
The University has a purchasing system for many common vendors. These can be accessed through the ShopUW+ Essentials section of Wisc.edu. If you need to use ShopUW+ you will need to get trained as a 'shopper.'
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For more information on purchasing please visit UW Common Topics for Purchasing.
Ineligible vendor list can be found here.
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If your vendor is an entertainment company please fill out the Wisconsin Union Entertainment Contract and follow its instructions.
Purchase Limits
For purchases under $5000 you may use our Department Card process OR use ShopUW+.
For purchases over $5000 you will need to go through the University Simplified Bid Process. This will require you to seek out three bids and fill out the simplified bid form which should be given to your advisor for processing.
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For purchases over $49,999.99. Please contact your Advisor.
Recurring Purchases and Purchase Orders
Purchasing Overview
A benefit of being a club leader is that you have access to a budget and purchasing power. Spending this money is a privilege and should generally be done by using a Department Card. There are other ways of making purchases and paying vendors, however, they require more advanced notice and planning. Please consult the Purchasing Overview Flowchart for more information on this process.
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Tax and the University of Wisconsin System Tax Exempt Status
Outdoor UW and all of its appending bodies, including the Hoofer Clubs and Teams, are part of the University of Wisconsin System. That means that we do not pay state sales tax on purchased in Wisconsin and several other states. Most vendors will require showing proof of Tax Exempt status.
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If traveling to or purchasing in other states, make sure you are aware of sales tax exemption from purchases in other states.
Tax Exempt #: ES:008-1020421203-13
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How to Select a Vendor
The University has a purchasing system for many common vendors. These can be accessed through the ShopUW+ Essentials section of Wisc.edu. Common Vendors on ShopUW+ are Staples, Grainger, and Fastenal. If items are available through a vendor on ShopUW+, you must purchase through ShopUW+.
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Please email your Advisor or the OUW Admin with the supplier and items numbers you wish to purchase from ShopUW+
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For more information on purchasing please visit UW Common Topics for Purchasing.
Ineligible vendor list can be found here.
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If your vendor is an entertainment company please fill out the Wisconsin Union Entertainment Contract and follow its instructions.
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Amazon Policy:
Tracking payments and items on Amazon can be quite difficult. Alternative vendors to amazon are preferred.
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If Amazon is the only vendor to purchase from, please contact your advisor for the tax exempt account.
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Purchase Limits
For purchases under $5000 you may use our Department Card process OR use ShopUW+.
For purchases between $5000 and $49,999.99 you will need to go through the University Simplified Bid Process. This will require you to seek out three bids and fill out the simplified bid form which should be given to your advisor for processing.
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For purchases over $49,999.99, please contact your Advisor.
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Recurring Purchases and Purchase Orders
If any fiscal year total of purchases for goods or services may exceed $5000 a Purchase Order (PO) should be setup. Please see your advisor for more information.
A PO will need to be setup via Simplified Bid Process or a Sole Source Justification will need to be completed for purchases over $5000.
Once a PO is active, all purchasing should be done through the PO and not with a Department Card.
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Renting & Purchasing from Outdoor UW
If you would like to rent gear or make purchases from the Outdoor UW front desk, contact the Outdoor UW front desk manager (ouwmanager@union.wisc.edu) with the items you are requesting and provide your 8-digit account number.
The manager will work with accounting to transfer funds directly from your Hoofer club account to the Outdoor UW front desk.
Purchasing from the Union or Other UW Departments
If you need to purchase something from the Union (internal) or another UW entity (external), you will need to work through your advisor to transfer funds using an 8-digit account number and/or an external University funding string.
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University Funding String Information
128 (Fund) - 8 (Program) - A96 (Dept) XXXX (4 digit # from accounting)
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Refunds
If you need to get a refund for a purchase made on a Department Card you must submit another Department Card request. Your advisor will issue the same card you used for the original purchase. A receipt of the credit must be submitted. Refunds for purchases made through the Outdoor UW front desk can be done here.
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Reimbursements
Reimbursements should be rare. Department Cards or check payments are the preferred forms of payment. In an emergency situation, you can use your personal funds, and we can reimburse you for that. The process for reimbursement can take 4-6 weeks depending on whether or not you are a University employee and have access to the E-Reimbursement portal. All reimbursements must have an itemized receipt
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If you are a UW employee or have a campus job, navigate to the instructions on how to get reimbursed.
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If you are a non-employee:
1. Fill out this form and submit to your advisor.
2. Advisor signs and submits the form for your profile to be set up. An email is sent to you when a profile is set-up.
3. Advisor submits a reimbursement on your behalf.
4. Advisor signs reimbursement request and submits.
5. You will receive a reimbursement in 4-6 weeks.